Executive Administrative Assistant

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Job description

Job Responsibilities

Perform executive level administration task, coordinating and scheduling meetings, Conduct personnel support such as interview scheduling and performance management tracking for the division.

Manage the executive's daily calendar, including scheduling meetings, confirming appointments, writing itineraries, and arranging for transportation. Executive Assistants also train other administrative staff on company policies and best practices. Ensure they can efficiently accomplish key tasks and company initiatives.

Acting as the administrative point of contact between the executives and internal/external clients

Undertaking the tasks of receiving calls, take messages and routing correspondence.

Handling executives' requests and queries appropriately, managing action register and report as required.

Has the ability to maintain privacy and confidentiality of key sensitive matters and information

Exemplary planning and time management skills

Up to date with advancements in office gadgets and applications

Ability to multitask and prioritize daily workload.

High level verbal and written communications skills

Performs specialized duties in budget management in accordance with City processes and rules.

Confirms purchase request details and prepares appropriate documentation.

Process daily, weekly, monthly, and quarterly reports of approved budget, amount spent, and variances.

Prepare management reports related to budget as needed.

Conducts invoice and purchase order reconciliation.

Communicates and maintains working relationship with user agencies, internal department staff, and suppliers to meet customer expectations; assists with questions and concerns regarding Oracle policies.

Resolves conflicts concerning goods/services at department and vendor level.

Inspects invoices and troubleshoots problems between divisions and vendors to include price discrepancies, credits, and other payment terms.

Assists in the development and review of budgeting procedures and methods.

Follows standardized procedures and written instructions to accomplish assigned tasks.

Ensure all procurement assigned are current and the method of procurement is approval and accordance to client's process.

Support

Follow division team handbook and policies and procedures.

Work collaboratively with others to achieve team and organizational goals; prioritize projects and/or tasks; provide constructive input to achieve team goals

Deliver a customer-focused, responsive service to customers; support efforts to enhance business efficiency and effectiveness; demonstrate a positive, "can-do" attitude; respond constructively to new information, changing conditions, and unexpected obstacles

Support and provide assistance to the Strategic Objectives and Wildly Important Goals (WIGS) of the client

Perform other related duties incidental to the work described herein.

Knowledge, Skills & Abilities

Strong Microsoft Office software skills

Strong problem-solving skills

Ability to apply experience and professional knowledge to carry out assignments in professional area. Ability to apply knowledge across organization or discipline lines.

Good oral and written communication skills. Good technical writing, people skills and customer service skills.

Strong research and troubleshooting skills

• Only those lawfully authorized to work in the designated country associated with the position will be considered.

• Please note that all Position start dates and duration are estimates and may be reduced or lengthened based upon a client's business needs and requirements.

Benefits:

For information and details on employment benefits offered with this position, please visit here . Should you have any questions/concerns, please contact our HR Department via our secure website .

California Pay Equity:

For information and details on pay equity laws in California, please visit the State of California Department of Industrial Relations' website here .

Rose International is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender (expression or identity), national origin, arrest and conviction records, disability, veteran status or any other characteristic protected by law. Positions located in San Francisco and Los Angeles, California will be administered in accordance with their respective Fair Chance Ordinances.

If you need assistance in completing this application, or during any phase of the application, interview, hiring, or employment process, whether due to a disability or otherwise, please contact our HR Department .

Rose International has an official agreement (ID ), effective June 30, 2008, with the U.S. Department of Homeland Security, U.S. Citizenship and Immigration Services, Employment Verification Program (E-Verify). (Posting required by OCGA 13/10-91.).

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